Agenda
1) check on ongoing items
2) updates and changes to web pages
3) laptop overdue reports
4) daily circulation operational reports
5) fine reports
6) Profiles not needed?
Minutes
1) Check on ongoing items.
• security guard: So far, so good.
• SSN transition: Issues continue and are being reported as individual cases. The individual cases can give pause since there is no readily identifiable problem with either the employment or registration of the individual, and yet an active record for the student/employee is lacking. An overview understanding of what causes problems is lacking, and one is needed.
• update on fines at Central : As of August 20, there are no fines for overdue books in the Central library.
• hold report for holds on a user record but not on an item record: The root problem has been addressed; each library received a report for the clean up of holds.
• expiration of records: There are a variety of records that are in Workflows with an expiration date of NEVER and should be expired. In addition, there are some old student records that perhaps should be expired. Record that meet the following criteria will be expired.
1.Records haven’t been touched by EPID data load since 06/16/2009
2.No activities since 08/01/2008
3.Not expired already in WF
4.User ID = Alt ID
5.Not having “EMERITUS” in Department field for FACULTY record
6.Profiles are FACULTY, FACULTY –LW, FACULTY-BLR, STAFF, STAFF-LIB, STAFF-OTH, UNDERGRAD, GRADUATE
In addition, records will be purged from Acorn in accordance with the standards outlined by CAC during the meeting of May 14, 2004. See the minutes archives at http://wiki.library.vanderbilt.edu/committees/pmwiki.php/CAC/MinutesArchive for details of retention policies for records in Acorn.
2) Updates and changes have been made to the reserve page (http://www.library.vanderbilt.edu/heard/placing.shtml) and email request form (https://secureforms.library.vanderbilt.edu/requests/email.phtml)
3) Laptop overdue reports Currently we run the overdue reports every hour from the library opens till library closes at midnight. But in reality I learned that the overdue report will not catch the “overdue” laptop till a midnight administrative report (setdelinquent) has run and set the laptop status to overdue. That is to say, when a laptop is due at 10:00am, the laptop status will not change to “overdue” till midnight of that day. As a result, this laptop will not be included in the 11:00am, 12:00pm, 1:00pm… laptop overdue reports till midnight when the laptop status has been changed to overdue by setdelinquent report. If the laptop hasn’t been returned next day, the first laptop overdue report will catch this one at that time.
Recommendation: CAC recommends that the setdelinquent report run every 8 hours and only on the laptop records instead of the entire database. The laptop overdue report will be set to run after each setdelinquent report has been run.
4) daily circulation operational reports
There is a buildup of aged reports. CAC recommends that reports be deleted on an automatic basis. Standard circulation reports issued to all libraries may be deleted automatically after aging 180 days. The deletion may occur once per month.
5) fine reports
When we first started automating the sending of fines to student accounts, CAC (CAG at that time) wanted to have the system only process the fines paid to student accounts between the 8th and 20th. Is there a need to revisit this decision and send all fines paid to student accounts to student accounts regardless of the date paid?
No. The system is adequate as is, and no change is recommended.
6) Profiles not needed? The following profiles are puzzling. Do we need them? STAFF-OTHR (116 names associated with this profile) MUS-SPEC (1 name associated with this profile) STAFF-BLR (5 names associated with this profile)
Names associated with the MUS-SPEC and STAFF-BLR profiles have been forwarded to Robert Rich and Michael Jones for their evaluation and recommendation. Names associated with STAFF-OTHR have been forwarded to Gayle Grantham for her evaluation. Many names in STAFF-OTHR may be associated with the medical center. It may be possible to collapse the STAFF-OTHER profile with another profile.